Skip to main content
Share / Export

AP Payable Types

Company Tracker action: implementation-setup-ap-payable-types Milestone: Accounts Payable / Module Setup (milestone_id=6, core_milestone_id=2) Order: 2 Estimated duration: 0.25 hours Typical owner: Controller

Purpose​

Define payable types that map each AP invoice line to the correct liability GL account and support payment selection filters. Correct liability mapping (trade vs retainage vs other) is the primary purpose.

Prerequisites​

  • AP Company Parameters started (or planned immediately after types exist so default slots can be assigned).
  • Liability GL accounts exist on the chart and are active with a payables (or null) subledger. Do not point types at heading or memo accounts.
  • Client has decided how liabilities should be grouped for posting and payment selection (job, subcontract, service, payroll, and so on).

Vista configuration article​

See the detailed Vista guide:

Configuring AP Payable Types

Field meanings and form steps live there. Do not restate them on this page.

Implementation guidance​

  • Decide the type list and type-to-liability GL map with accounting before load.
  • Typical starter set: Expense, Job, Subcontract, Retainage, and SM Work Order when SM is in scope (covers the Company Parameters default slots). Add payroll or other groupings only when those pay paths are live.
  • Liability GL map (typical): Expense, Job, Subcontract, and SM Work Order usually point to the base trade AP / accounts payable GL account. Retainage should point to its own separate retainage liability GL — do not dump retainage into trade AP.
  • Load types with stable codes and descriptions; assign each to its liability account. Review the map with the Controller before go-live.
  • Accept means the client owner confirms every in-scope type posts to the correct liability and is ready to assign as company (or category) defaults.
  • Default precedence at entry comes from Company Parameters and VA User Profile. Avoid conflicting F3 Properties defaults that override both (Trimble discourages that pattern). Policy detail stays on the Vista article; Tracker only needs the decide/accept call.
  • If Payable Categories are in use, category-level type defaults and restrictions live on AP Pay Categories; liability GL still comes from the payable type.

Tips and gotchas​

  • Starter types: Expense, Job, Subcontract, Retainage (+ SM Work Order if SM in scope).
  • Expense / Job / Subcontract / SM Work Order → usually one trade AP GL. Retainage → its own retainage liability GL.
  • If Payable Categories are on, category defaults still pick a payable type; the type owns the liability GL.

Done when​

  • In-scope payable types exist with active liability GL links.
  • Type-to-GL map accepted by the Controller (or AP owner).
  • Company-parameter default slots can be filled (Expense, Job, Subcontract, Retainage, SM Work Order as applicable).